Records management default settings (Office SharePoint Server)

Microsoft Office SharePoint Server 2007 provides a tool for document collaboration and storage. However, because many corporations have records management and regulatory compliance needs, they have to maintain separate servers that manage business records and other regulated material. This presents a challenge to the records managers to move documents easily and consistently from the collaborative sites to the more controlled environment of a records repository server.

Office SharePoint Server 2007 provides tools to help records managers move their important documents, and related metadata, to a Records Center site.

A record is a document or an electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period. Records management is the process by which an organization:

Determines what types of information should be classified as a record.

Determines how active documents that can become records should be handled, while they are in use, and determines how they should be collected once they are declared to be records.

Determines in what manner and for how long each record type should be retained to meet legal, business, or regulatory requirements.

Performs records-related tasks, such as disposing of expired records or locating and protecting records that are related to external events such as lawsuits.

Record Routing list

The Record Routing list contains the list of incoming records to be routed to the appropriate document library. For each type of record in the list, specify the title and description of the record type and the location where you want to store records of that type. You can manage the permissions for every item in the Record Routing list.

Record Routing: New Item

The following table describes the fields used to create items in the Record Routing list.

Field

Description

Title

The title of the item added to the list.

Description

A description of the item.

Location

The title of the library where this record should be stored.

Aliases

A delimited (“/”) list of alternative names that represent this item.

Default

If selected, this routing item will be used for submitted records that do not match the title or alias of any other routing item.

Holds list

The Holds list is a records management feature that enables organizations to suspend records from any expiration policies that may be in effect while these records are subject to events such as litigation, audits, or investigations. This feature is available in Office SharePoint Server 2007 for the Records Center site template. You can manage the permissions for every item in the Holds list and view an item to see the Hold Report associated with it.

Holds: New Item

The following table describes the fields used to create items in the Holds list.

Field

Description

Title

The title of the item added to the list item. The title is required.

Description

Description of the item.

Managed By

Name of the records manager or group responsible for managing the hold.

Unclassified Records

This is the default library that can be used to store records submitted to the Records Center site that do not match any other Record Routing entry.

Records Center site

Office SharePoint Server 2007 provides tools to help records managers move their important documents and related metadata into a Records Center site.

Records Center Web Service:

Records managers can use the Records Center Web service to automate the process of moving documents from SharePoint sites into a Records Center site.

Records Center Site Template:

The Records Center site template provides records managers with a Records Center solution within Office SharePoint Server 2007. The site template fully implements the Records Center Web Service and is customized for use as a Records Center site.

Holds report

This report lists the status of the records included in the Holds list.

Configure connection to the Records Center site

After developing the Records Center site, you need to set up a server farm to send records to a Records Center site.

To prepare the server farm, in the Application Management section, under External Service Connections, click the Records Center link.

The following table describes how to set up a server farm to send records to a Records Center site.

Field

Description

Connect to a Records Center site

To send the document to the Records Center site, type the URL in the URL section.

The URL is the address of the “officialfile.asmx” page in the “_vti_bin” folder of the Web application.

Display Name

The name of the Records Center site. This name is displayed whenever you send the record from any site to this Records Center site.